In most workplaces, printing is essential but rarely monitored as closely as it should be. Documents are printed, copied, and discarded daily, often without a clear understanding of who is printing, what is being printed, or how much it all costs. Over time, this lack of oversight can lead to waste, inefficiency, and unnecessary expense.
Managed Print Services (MPS) provide the tools and visibility needed to regain control over print usage. By tracking activity across devices and departments, MPS enables businesses to identify waste, optimise resources, and introduce policies that make printing more efficient and sustainable.
This article explains how Managed Print Services track and control print usage, why this visibility matters, and how it leads to measurable savings and improved accountability.
Why Print Tracking Matters
Without clear tracking, it is impossible to understand the true cost of printing. Many organisations underestimate how much they spend on paper, toner, maintenance, and energy. Individual departments may purchase their own supplies, and multiple printer models can make it difficult to consolidate costs.
Uncontrolled printing also creates sustainability challenges. Unnecessary prints, uncollected pages, and excessive colour usage increase both waste and environmental impact. Beyond cost and sustainability, there are also security concerns, as sensitive documents can be left unattended or printed without proper authorisation.
Managed Print Services address all of these issues by providing a structured way to monitor, manage, and control how printing takes place throughout the organisation.
How MPS Tracks Print Usage
At the heart of Managed Print Services is detailed monitoring software that collects data from every connected device. This software records key information, including the number of pages printed, the type of document, the time of printing, and the user or department responsible.
The data is presented in clear, accessible reports that highlight trends, such as which departments print the most, when peak activity occurs, and where resources are being overused. Managers can analyse this data to identify inefficiencies, such as redundant prints or unnecessary colour printing, and implement strategies to correct them.
Because tracking is continuous, businesses gain real-time insight into how printing behaviour evolves over time, allowing for proactive management and informed decision-making.
Establishing Accountability and Visibility
Visibility is a powerful driver of behavioural change. When users know their print activity is being monitored, they naturally become more mindful about what they print. Managed Print Services create this awareness through transparent reporting and user-level tracking.
Each employee or department can be assigned specific printing privileges or quotas. For example, some staff may be allowed to print in colour only when necessary, while others might be limited to certain volumes per month. These controls can be adjusted flexibly to suit the organisation’s structure and objectives.
With clear accountability, wasteful practices are reduced, and printing becomes a deliberate, purposeful activity rather than a default action.
Implementing Print Policies
Once data from MPS tracking is analysed, businesses can develop print policies that align with their goals for cost control, security, and sustainability. These policies can be enforced automatically through the MPS platform.
For example, double-sided printing can be set as the default to reduce paper use. Large print jobs can be routed to high-capacity devices that are more efficient, while smaller printers can be reserved for quick, low-volume tasks. Colour printing can be restricted to specific users or document types.
By standardising print behaviour across the organisation, these policies ensure consistent performance and predictable costs while reducing environmental impact.
User Authentication and Secure Print Release
Managed Print Services enhance control by introducing user authentication. Before a document can be printed, the user must log in using an ID card, PIN code, or network credentials. This step not only prevents unauthorised use but also links each print job to a specific individual or department for accurate tracking.
Secure print release further strengthens this control. Instead of printing automatically, jobs are held in a secure queue until the authorised user releases them at the printer. This prevents uncollected pages from being left in output trays and ensures sensitive information remains protected.
These features combine to reduce waste, improve accountability, and maintain high security standards across the print environment.
Monitoring Costs and Optimising Budgets
Detailed reporting from Managed Print Services provides a clear picture of where printing costs are incurred. Organisations can see exactly how much each department or project spends on printing, making it easier to allocate budgets and identify opportunities for savings.
By highlighting underused devices, excessive consumption, or high-cost print habits, MPS enables targeted improvements. Over time, these adjustments lead to significant financial benefits. Many businesses find they can reduce total printing costs by up to 30 per cent through improved management and accountability alone.
With all costs consolidated into a single monthly or quarterly statement, budgeting becomes predictable and transparent.
Enhancing Sustainability Through Control
Controlling print usage does more than save money; it supports sustainability goals by reducing paper, toner, and energy consumption. Managed Print Services make it possible to track environmental performance as well as financial metrics.
Reports can show how many trees or kilograms of CO₂ have been saved through reduced printing, duplex settings, and device optimisation. This measurable data helps organisations demonstrate progress toward environmental targets and supports corporate responsibility reporting.
By turning printing into a managed, monitored process, businesses can achieve both operational efficiency and genuine environmental impact.
Integrating MPS with Digital Workflows
Managed Print Services do not stop at tracking print activity. They also integrate with digital workflows that reduce the need for physical printing altogether. Employees can scan documents directly into electronic storage systems, share them via secure networks, and retrieve them on demand.
By encouraging digital alternatives, MPS helps businesses transition toward paper-light operations. This further supports sustainability and modern working practices while maintaining control and security.
Common Challenges in Print Management and How MPS Solves Them
Many businesses struggle with inconsistent printer usage, multiple device brands, and decentralised purchasing. These factors make it difficult to maintain visibility or standardise policies. Managed Print Services resolve these issues by consolidating all devices under a single management platform.
The provider configures and maintains every printer to the same standards, ensuring consistent performance and reporting. Supplies such as toner are replenished automatically based on monitored usage levels, preventing both shortages and overstocking.
This unified approach creates a stable, predictable print environment that supports long-term efficiency and control.
Frequently Asked Questions (FAQs)
How does MPS track printing activity?
MPS uses monitoring software that records data from all connected devices, including pages printed, colour use, and the user responsible.
Can individual users see their own printing activity?
Yes. Many MPS systems provide personal usage summaries, helping users understand and adjust their own printing behaviour.
Is print tracking intrusive?
No. The purpose is to improve efficiency and sustainability, not to monitor content. Only print metrics are tracked, not document contents.
Can MPS reduce our printing costs?
Yes. Most organisations experience significant cost reductions through waste prevention, policy enforcement, and more efficient device use.
Does tracking help with sustainability goals?
Absolutely. Tracking provides the data needed to measure and reduce paper, toner, and energy use across the organisation.
Conclusion
Tracking and controlling print usage is one of the most effective ways for organisations to reduce costs, enhance security, and promote sustainability. Managed Print Services make this possible by providing visibility, accountability, and automation across the entire print environment.
Through detailed reporting, user authentication, and smart policies, MPS transforms printing from an unmanaged expense into a strategic, well-governed process. Businesses gain the tools to monitor usage, improve efficiency, and achieve measurable savings while supporting environmental responsibility. For organisations seeking greater control over their printing operations, Managed Print Services provide the technology and insights needed to make every page count.